Accounts Payable Specialist

The Accounts Payable (AP) role is responsible for the accurate and timely processing of supplier invoices, ensuring proper alignment with purchase orders, receipts, and contractual terms. This role is critical to maintaining financial integrity, supplier relationships, and compliance within a government contracting and AS9100-regulated environment.

The AP function operates within Deltek Costpoint and ensures that all financial transactions are properly coded, approved, and traceable across programs, production, engineering, and supply chain activities.

This position reports to the Financial Controller and works closely with Supply Chain, Receiving, MP&L, Quality, and Program teams to ensure invoice accuracy and resolution of discrepancies.

ESSENTIAL JOB FUNCTIONS:

• Process supplier invoices in Costpoint with accuracy and timeliness
• Perform 3-way match (Purchase Order, Receiving, Invoice) prior to payment
• Validate pricing, quantities, terms, and tax treatment
• Ensure invoices are coded correctly to:
• Project / Program
• Organization / Department
• General Ledger accounts

Purchase Order & Receiving Alignment

• Coordinate with Supply Chain (Buyers) and Receiving to resolve discrepancies
• Ensure all invoices are supported by approved purchase orders and receiving documentation
• Support resolution of:
• Quantity mismatches
• Missing receipts or incomplete documentation

Payment Processing

• Prepare and process payment runs (ACH, wire, check) in accordance with terms
• Ensure timely payments to maintain supplier performance and relationships
• Monitor and optimize payment timing relative to cash flow and contractual terms
• Maintain accurate vendor records in Costpoint
• Support vendor onboarding in alignment with compliance requirements (W-9, banking, etc.)
• Respond to supplier inquiries related to invoices and payments
• Coordinate with Supply Chain on vendor performance and issue resolution
• Reconcile AP subledger to General Ledger
• Monitor open liabilities and ensure proper accruals where required
• Support month-end close activities related to accounts payable
• Ensure financial data reflects actual procurement and operational activity

Compliance & Internal Controls

• Adhere to Segregation of Duties (SoD) requirements within Costpoint
• Ensure compliance with:
• FAR / DFARS (as applicable)
• AS9100D documentation and traceability expectations
• Internal financial policies and controls
• Maintain audit-ready documentation for all transactions

Cross-Functional Integration

• Interface with:
• Receiving / MP&L – receipt verification and inventory alignment
• Quality – nonconforming material impacting invoice/payment holds
• Operations – material usage and timing alignment
• PMO / Cost Analyst – project cost tracking and validation
• Ensure financial transactions reflect real-time operational execution

Issue Resolution & Problem Solving

• Identify and resolve invoice discrepancies and processing delays
• Escalate systemic issues (pricing, supplier performance, process gaps)
• Support root cause and corrective action for recurring AP issues
• Improve AP workflows, cycle times, and accuracy
• Support automation and standardization within Costpoint
• Contribute to process improvements across Procure-to-Pay (P2P) cycle

SUPERVISORY RESPONSIBILITY

• Works under direction of the Financial Controller

Experience and Skills

KNOWLEDGE, SKILLS & ABILITIES

Required

• Strong understanding of Accounts Payable processes and controls
• Experience with ERP systems (preferably Deltek Costpoint)
• Knowledge of 3-way matching (PO, Receipt, Invoice)
• High attention to detail and accura